Approver Best Practices Guidelines

• Ensure that supporting documentation be maintained either by the Cardholder or the Approver for a period of seven (7) years.
   
• Ensure that the monthly reconciliation be completed and the proper cost allocations (e.g. account codes, G/Ls, etc.) are completed.
   
• Ensure that University Purchasing and Procurement Card policies and procedures are followed.
   
• Verify the legitimacy of transactions and uphold University policies and procedures.
   
• Notify Supply Chain Shared Services of any employment status changes of Cardholders (e.g. transfer, relocation or termination) via the Procurement Card Update Form.
   
• Assist Cardholder with disputing of any unauthorized charges, such as sales tax.
   
• The Approver should be someone independent of the Cardholder.